Crew Operations Coordinator

Live Events•Newark, DE

3d•Onsite

About The Position

For more than a century, Pyrotecnico has been engineering moments of celebration and wonder, specializing in world-class fireworks displays, breathtaking drone light shows, and special effects for live events. The Crew Operations Coordinator is responsible for the day-to-day execution of technician scheduling, training administration, crew coordination, and workforce record-keeping. This role reports directly to the Crew Operations Manager and serves as a key operational liaison between technicians, the Production department, and the Travel and Freight team. The ideal candidate must be highly organized, detail-oriented, and capable of managing multiple priorities simultaneously while maintaining strong communication and collaboration across teams.

Requirements

Two or more years of experience supporting labor coordination, workforce scheduling, or training administration using both manual and automated systems.
Strong organizational skills with the ability to manage multiple schedules, training requirements, and deadlines with a high level of accuracy.
Excellent computer skills, including proficiency in the Google Workspace and Microsoft Office Suite.
Ability to work independently with minimal supervision while collaborating effectively with technicians, department leaders, and support teams.
Working knowledge of workforce coordination, training compliance, and technician credential tracking.
Professional communication skills with a courteous phone and email demeanor when working with internal staff, technicians, vendors, and external partners.
Strong problem-solving skills with the ability to respond quickly to scheduling conflicts, staffing changes, or training needs.

Nice To Haves

Entertainment or live events industry experience.
Experience with NetSuite or similar systems.
Bachelor's degree in a related field.

Responsibilities

Schedule required training sessions for all technicians, coordinating dates, times, and venues in advance.
Assign training requirements to individual employees based on role, certification needs, and compliance obligations.
Monitor and enforce training attendance, following up with personnel to ensure completion by required deadlines.
Maintain accurate records of all training completions, including dates, course names, and certifying bodies.
Track training expiration dates and proactively initiate recertification or renewal processes.
Generate and distribute training compliance reports to the Crew Operations Manager and other leadership as requested.
Coordinate with department heads and vendors to source, schedule, and confirm training resources and instructors.
Maintain the current labor schedule with accuracy and attention to detail.
Track technician availability and document/update booked shows.
Contact personnel for availability, pre-confirm, and schedule for upcoming shows.
Resolve crew issues, verify schedule requirements, confirm availability, and adjust crew size as necessary.
Coordinate and communicate confirmed staffing with the Production team.
Coordinate and communicate travel requirements with the Travel & Freight Team.
Utilize client staff lists to fill crew requirements with the most qualified employees available.
Create and distribute show rate sheets to technicians.
Confirm technician show pay is accurate at the completion of each show.
Upload and maintain technician records regarding licenses, travel documents, and training completions.
Ensure all records are current, accurately filed, and accessible for audits or review.
Provide on-call labor support for changes, cancellations, and no-shows.
Escalate critical issues to the Crew Operations Manager as appropriate.
Perform additional tasks as assigned, adhere to all provisions of the Employee Manual, and participate in company initiatives and projects.